MINUTES OF THE TAY TOWNSHIP
PUBLIC LIBRARY BOARD MEETING
HELD AT THE J & M YOUNG PUBLIC LIBRARY
THURSDAY, MAY 24, 2007
7:00 P.M.

PRESENT:
Bob Coryell
Axel Frandsen
Michele Gouett
Sandy Talbot
STAFF PRESENT:
Simone Latham, Acting CEO
Cyndi Bonneville, Minutes Recorder
REGRETS:
Rick Black

1.
CALL TO ORDER:
The meeting was called to order at 7:00 p.m.

2.
ADOPTION OF MINUTES:
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-36
SECONDED BY: SANDY TALBOT
THAT THE MINUTES OF THE REGULAR MEETING DATED MAY 3RD, 2007 BE ADOPTED AS CIRCULATED.
CARRIED.

3.
BUSINESS ARISING FROM THE MINUTES:
There were no items of business arising from the minutes at this time.

4.
ACCOUNTS:
MOVED BY: SANDY TALBOT MOTION NO. 2007-37
SECONDED BY: AXEL FRANDSEN
THAT THE APRIL ACCOUNTS, AS PRESENTED AND ATTACHED, IN THE AMOUNT OF $7,305.52 BE ACCEPTED.
CARRIED.

5.
BRANCH REPORTS:
5. a Port McNicoll
We received for information the April report prepared by Heather Walker of the J & M Young Public Library.
5. b Victoria Harbour
We received for information a report dated May 10th, 2007 prepared by Carol Vanderhart of the Victoria Harbour Library.
5. c Waubaushene
We received for information the April activity report of the Waubaushene Library, as submitted by Janice Waddell.
Items of discussion included the Volunteer Appreciation Day and the recent beautification of the J & M Young Public Library.

6.
STATISTICS:
Upon receiving the April statistics a lengthy discussion ensued with respect to the patron count for the individual branches. The process of tabulating counts for patron count, circulation and computer users was reviewed, it was noted that when time permits staff can review and develop a strategy on how and what to measure.
Items of discussion included the maximum computer time for patrons, circulation count versus patron count, inter library loans and access to on-line cataloguing.
The Acting C.E.O. advised the Board that other categories can be included to the statistics if they so desire..

7.
SUMMER READING PROGRAM:
We received a presentation by summer students, Gary Hayden and Caitlin Ashberry, in regard to the Lost Worlds Summer Reading Program offered at the Tay Township Libraries in conjunction with the TD Bank Financial Group.
Gary and Caitlin provided the Board with a powerpoint presentation and spoke of the initiatives of this program that offers fun, free activities to encourage children to read throughout the summer. The objective is to attract more children to the library and they hope to achieve this by attending the local schools and dressing in costume portraying a world time machine that journeys to places like ancient China.

An overview of the program was provided; consisting of 8 theme events, readopoly board game, weekly crafts, treasures with prizes, puzzles and challenges with an end of summer wrap up party to celebrate everyone’s accomplishments.
The Board complimented the two students on a job well done, welcomed their enthusiastic approach and wished them a successful program.

8.
PORT MCNICOLL BRANCH CLEAN-UP:
We received a verbal report from the Acting C.E.O. with respect to the amazing work of the Home Depot Volunteers in regard to the Port McNicoll Library clean-up. The Acting C.E.O. advised that Home Depot searches local areas for clean-up projects and selected the Port McNicoll Library.
The Board received a slide presentation of the before and after work which consisted of planting evergreens and perennials, painting the window frames and columns, aerated the lawn and power washed the monument.
It was noted that local Veteran’s personally thanked the volunteers for cleaning up the monument and the Board directed the Acting C.E.O. to forward a letter of appreciation and a copy of the pictorial to the Home Depot Volunteers. It was further noted that a number of the Home Depot volunteers are residents of Tay Township.

9.
VICTORIA HARBOUR LIBRARY FUNDRAISING:
We received a report from the Acting C.E.O. in regard to a fundraising goal for the building renovation as it relates to the Library portion. The Acting C.E.O. spoke to the report and a lengthy discussion ensued with respect to the monies raised to date, the estimated library component for the building renovation, use of unconditional grants and a building fundraising committee.

MOVED BY: MICHELE GOUETT MOTION NO. 2007-41
SECONDED BY: AXEL FRANDSEN
THAT THE TAY TOWNSHIP PUBLIC LIBRARY BOARD SET A GOAL TO RAISE AN ADDITIONAL $30,000.00 TO BRING THE FUNDRAISING PORTION FOR THE VICTORIA HARBOUR LIBRARY RENOVATION TO $60,000.00. CARRIED.

At this point the Acting C.E.O. advised that the renovation plans include a day use room which is not scheduled to be completed at this time by Council. Since this room would be very useful for programming, staff is recommending that the Board consider the 2006 balance of the unconditional grant funds be utilized for the completion of same.

MOVED BY: SANDY TALBOT MOTION NO. 2007-42
SECONDED BY: MICHELE GOUETT
THAT THE TAY TOWNSHIP PUBLIC LIBRARY BOARD PETITION COUNCIL TO USE THE BALANCE OF THE UNCONDITIONAL GRANT FUNDS ($17,600) TOWARD THE COMPLETION OF THE DAY USE ROOM THAT IS CURRENTLY PLANNED TO REMAIN UNFINISHED.
CARRIED.

A discussion ensued with respect to recruiting members for a Building Fundraising Committee and an anticipated date to commence campaigning. It was noted that a committee was previously in existence. It was agreed that the Chairperson contact a number of individuals to determine their interest in sitting on the Victoria Harbour Library Fundraising Committee.

10.
BOOK PRESENTATION & SIGNING:
We received a verbal report from the Acting C.E.O. with respect to a request to host a book presentation and signing event. The Acting C.E.O. spoke on the matter and provided the Board with the history of the author and his style of writing. The Acting C.E.O. at this time was seeking direction of the Board on how to proceed with the request.
A lengthy discussion ensued with respect to criteria that staff can use to determine whether or not a request needs to be considered by the Board, such as:

* Authors whose books are normally purchased for the collection.
* Local authors promoting literacy, heritage, or other topics of interest to the patrons.

The Board recognized that some authors may wish to display their books for sale. It was agreed that the C.E.O. was responsible for determining whether Board permission was required.

11.
LITERARY TRAINING WORKSHOP FOR VOLUNTEERS:
We received a verbal report from the Clerk 1, Heather Walker, with respect to literacy training workshops conducted by Dan Glassier, Program Coordinator/Educational Consultant for the Rotary Youth and Family Literacy Program “Read – Write – Now”.
The Clerk 1 advised that the free after school tutoring program strengthens reading and writing skills by connecting peer tutors with children that need assistance.
The Clerk 1 advised that the Midland Area Reading Council is offering workshops for training tutors and Mr. Glassier recommends 2 to 3 sessions. The Clerk 1 outlined the costs associated with the training session and at this time was seeking the Board’s approval for staff to attend same.

MOVED BY: AXEL FRANDSEN MOTION #2007-43
SECONDED BY: SANDY TALBOT
THAT WHEREAS THE TAY TOWNSHIP PUBLIC LIBRARY BOARD SUPPORTS INCREASED LITERACY AND THE PROMOTION OF FAMILY LITERACY THROUGH THE “READ TO SUCCEED” PROGRAMME;
AND WHEREAS THIS PROGRAM MATCHES VOLUNTEERS WITH PROGRAMME REGISTRANTS;
AND WHEREAS THE MIDLAND AREA READING COUNCIL PROVIDES TRAINING FOR TUTORS TO MAKE THEM MORE EFFECTIVE;
NOW THEREFORE THE TAY TOWNSHIP PUBLIC LIBRARY BOARD AUTHORIZES THE CLERK 1 TO ARRANGE THE WORKSHOPS FOR LITERACY TUTORS, WITH AN ESTIMATED COST OF $200.00 PER WORKSHOP;
AND THAT THE COST OF THE WORKSHOP SHALL BE PROVIDED THROUGH THE LIBRARY SEMINAR AND COURSES BUDGETS.
CARRIED.

12.
OVERDRIVE E-BOOK INITIATIVE:
We received a verbal report from the Clerk 1, Heather Walker, in regard to the OverDrive e-BOOK service. The Clerk 1 advised that many patrons utilize the audio book collection and this project will link those patrons with computer access at home as well as at the Library.
The Clerk 1 reviewed the ability of patrons to download e-book service and the expenditures of the Library to provide this service. A lengthy question and answer period ensued with the Board concluding with the following.
MOVED BY: MICHELE GOUETT MOTION NO. 2007-44
SECONDED BY: SANDY TALBOT

WHEREAS THE COUNTY OF SIMCOE WILL BE INVESTING $44,000.00 IN THE OverDrive e-BOOK SERVICE TO ENHANCE THE COLLECTIONS FOR THE MEMBER LIBRARIES;
AND WHEREAS THIS SERVICE WILL BE A BENEFIT TO PATRONS WITH COMPUTER ACCESS BOTH AT HOME AND AT THE LIBRARY;
AND WHEREAS THE TAY LIBRARY HAS PATRONS THAT REGULARLY USE THE AUDIO BOOK COLLECTION RATHER THAN BOOKS;
NOW THEREFORE THE TAY TOWNSHIP PUBLIC LIBRARY BOARD AUTHORIZES THE USE OF THE BOOK BUDGET FOR THE MAINTENANCE COST TO PROVIDE THE SERVICE TO THE THREE BRANCHES ($250.00 FOR 2 BRANCHES IN 2007, AND $500.00 PER BRANCH FOR 2008 ONWARD).
CARRIED.

13.
SUMMER MEETING SCHEDULE:
We received a verbal report from the Acting C.E.O. in regard to the summer meeting schedule for the Board. The Acting C.E.O. advised that Council takes a recess from the July Committee and August Council meeting and recommended that the Board take a recess as well.
After discussion and consideration the Board agreed that the July 26th, 2007 meeting be cancelled and that the Board resume the 2007 meeting schedule August 16th at the Waubaushene Library. The Acting C.E.O. was directed to revise the schedule accordingly.

14.
OTHER ITEMS OF BUSINESS:
14.1 Cable Work:
We received for information a verbal report from the Acting C.E.O. with respect to computer cable work at the Port McNicoll Library. The Acting C.E.O. advised that an internet connection is required downstairs, an additional PC for public access and a working area for the Clerk 1. The Acting C.E.O. provided the Board with estimated costs to carry out the work.
14.2 Federation of Ontario Public Libraries:
We received a verbal report from the Acting C.E.O. in regard to correspondence received from the Federation of Ontario Public Libraries and their request to provide input on priorities of the Association. The Board declined to provide input as the information was insufficient.
Staff were directed to research the association further in order to update the Library Board in the future.
14.3 Ministry of Culture:
We received a verbal inquiry of the Chairperson in regard to a recent visit from members of the Ministry of Culture to the three Library Branches; the Chairperson questioned the purpose of the visit. The Clerk 1 in conjunction with the Acting C.E.O. responded to same.

15.
IN CAMERA SESSION:
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-38
SECONDED BY: MICHELE GOUETT
THAT THE BOARD ADJOURN TO AN IN CAMERA SESSION;
AND FURTHER THAT THIS PORTION OF THE MEETING BE CLOSED TO THE PUBLIC PURSUANT TO THE FOLLOWING SECTION(S) – AS MARKED, OF SECTION 239, SUBSECTION (2) OF THE MUNICIPAL ACT, 2001;
q A PERSONAL MATTER ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES;
CARRIED.

MOVED BY: MICHELE GOUETT MOTION NO. 2007-39
SECONDED BY: SANDY TALBOT
THAT THE BOARD ADJOURN FROM THE IN CAMERA SESSION AT 9:48 P.M. AND RETURN TO THE REGULAR MEETING.
CARRIED.

16.
ADJOURNMENT:
MOVED BY: MICHELE GOUETT MOTION NO. 2007-40
SECONDED BY: SANDY TALBOT
THAT THIS MEETING OF THE TAY TOWNSHIP PUBLIC LIBRARY BOARD BE ADJOURNED AT 9:48 P.M. AND RECONVENE ON JUNE 28TH, 2007 AT THE VICTORIA HARBOUR LIBRARY.
CARRIED.

Minutes Recorder: Cyndi Bonneville